Minutes of April 19, 2007

G, Agnew; R. Becker; J. Cassel; K. Hartman; S. Harrington; A. Montanaro; K. Mulcahy; F. Puniello; R. Sewell (chair); G. Smulewitz (recorder); J. Still (via-videoconference); A.Watkins(via-videoconference).
M. Page; L. Mullen; J. Shepard.

AUL Update:

Bob Sewell will be attending the CRL – Global Resources program in Chicago and will be leaving this afternoon.

Budget Report:

To date: Free balance - .25 million
Encumbrance – 560,000 state funds – largely comprised of electronic resources.
- 400,000 non state funds – largely comprised of firm orders
Some non-state funds have fairly large free balances

Acquisitions Update:

Mary Page sent an Acquisitions report to Bob Sewell via email.

Order status:
Monograph orders are current
Approval orders are current
Media orders are slightly backlogged

Receiving Status:
Recurring orders - processing March invoices
Receiving – YBP 3/23/07 invoice dates
Boxes unopened – 100 +

End processing – 6 week backlog
Dissertations – 10-month bindery backlog

Other items:

OCLC Worldcat Selectors Kit – training 4/19/07. Selectors were encouraged to attend.

K. Mulcahy reported that with only a few months of comparative data it looks like the Approval Plan expenditures have been reduced by 50%.

Selectors are being asked to submit electronic resource requests. Previously cancelled resources can be submitted for reinstatement.

R. Sewell and M. Gaunt are working on different scenarios to present to Dr. Frumanski as possibilities for the 2008 collections budget. Library Journal’s annual article on serial prices (April 15, 2007) predicts a 7.9% increase for inflation for FY 2008.

Web-based electronic order request forms used for electronic resources are receiving a tremendous amount of spam. Technical Services will look into a fix for this problem.

OCLC – The RLG databases are moving to OCLC. We may be able to select individual titles rather than get the whole package. If we select some, we might consider moving other databases to OCLC to use their interface.

In light of a possible budget reduction for 2008, B. Sewell asked the council if the titles on the VALE renewal list should all be renewed for next year. It was agreed that all titles on the list should be renewed. VALE requires an early renewal and payment, consequently last year the titles had been renewed before the extensive cancellation process was carried out.

The CNI report from Mary Page was postponed until next months meeting.

Scholarly Communication Committee:

(Handout- Special Election Spring 2007 and charge for new Scholarly Communication Committee- March 28,2007)

B. Sewell emphasized that the Scholarly Communications Committee will have a new charge that has a broad focus and will be aligned with and include issues related to RUcore. Faculty will be appointed and elected to the committee.

Collections Strategic Planning:

The Collections Strategic Planning document was distributed for re-approval. A correction was suggested for the preservation statement under:

Insuring continuous and long-term access to critical information resources by implementing the Libraries' preservation plan.

The statement Design and construct a Preservation Center… Should read: Design of and move forward to construct a Preservation Center for housing.

The rational is that the strategic planning encompasses a five-year period and the Preservation Center could not possibly be completed in the next five years.

[It was mentioned in relation to the preservation that fund raising for preservation has been quite active spearheaded by Farideh Tehrani. Approximately $100,000 has been collected so far. It has reached a threshold to be established as a quasi-endowment.]

Overall the document was approved with minor changes.

Inventory and Stacks Automation Working Group (ISAWG):

G. Smulewitz described the responsibilities of ISAWG. The focus of the working group to date has been to develop an automated inventory process for the circulating collection. Guided by ISAWG and the working groups newly developed processes, the Collection Management Focus Group of Access Services is conducting sample inventories in some New Brunswick Libraries. A SIRSI handheld Pocket- circ device has been purchased to automate the process. Barcodes are scanned into the Pocket-circ and reports are generated that indicate whether the barcode is in the system, whether the item is shelved in proper call number order and other valuable information. Robeson and Dana Libraries have also begun some preliminary inventory projects.

Part of the charge to ISAWG is to record the condition of material during the inventory process. A coding system has been devised for this purpose. During the inventory process material that is in poor condition will be identified and a code defining the type of condition will be placed in the holding record of the barcoded item. All material that is in good condition will not be coded. Now that condition can be identified, the libraries need to determine priority areas to be evaluated. ISAWG has recommended that they work in collaboration with selectors to establish the next steps.

A discussion ensued about report possibilities, the responsibility of the selectors and in what venues the topic can be discussed. It was suggested that G. Smulewitz report on this issue at the next NBCG meeting and perhaps a committee can be established to propose processes. If further clarification is needed, members of ISAWG may attend a CDC meeting.

F. Puniello also asked if Distributed Technical Services and Access Services could begin to think about an Alexander weeding project using similar reports to those used in inventory. The Alexander Library weeding project will need a committee to organize the project and someone to coordinate everyone’s involvement.

Meeting adjourned at 11:30 a.m.

Respectfully submitted,
Gracemary Smulewitz

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